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Manage Guest Users in Microsoft Teams

Better Overview and Security in Microsoft Teams with Guest Lifecycles and Access Management for IT Admins

Guest user management in Microsoft Teams

As an IT admin, you know these challenges?

  • Missing overview of all externals on the tenant
  • Lack of overview of which teams guests have access to
  • Difficult manual process for non-disclosure agreements
  • Lack of protection for sensitive data
  • No lifecycles – guests have to be removed manually

This is how External User Manager helps:

  • Easy overview of all guests
  • Directly identify which teams guests have access to
  • Onboarding portal with custom non-disclosure agreements or privacy policies that guests need to sign before being allowed to access your environment
  • Automated lifecycles to remove inactive guests
  • Automated access reviews and lifecycles to review or remove guests after a set period of time


Maintain control over your data by easily managing guest users in Microsoft Teams and Microsoft 365 groups. Keep control of your guests with these external user services.

Interested? Book an External User Manager demo now!

Videos of External User Manager

Watch our videos to get an insight into the External User Manager and its features.

Guest Management in Microsoft Teams

How to keep control of Guest Users in Microsoft Teams

Let us introduce External User Manager, our app for keeping control of guest users in Microsoft Teams.

Features for your Guest User Management in Teams

Get an Overview of External User Manager

External User Manager enables you to manage guest access in Microsoft Teams.

Manage Guests in Microsoft Teams | Quick Demo

Manage Guests in Microsoft Teams - Quick Demo

Take a closer look at guest user management with the External User Manager!

The Features of the External User Manager at a Glance

Governance automation

  External User Manager Microsoft Teams
out of the box
Guest request in Microsoft Teams g g
Guest request in Microsoft 365 groups g g
Approval workflow g g
Metadata g  

  – Custom guest metadata fields

Policies Coming soon  
  – Naming convention Coming soon  
Lifecycle management g E5 License
  – based on time g E5 License
  – based on triggers Coming soon  
    – Metadata information Coming soon  
    – Inactive guests Coming soon  
Adoption governance g  
Onboarding portal to provide compliance documents in the form of PDFs, videos, HTNL pages (e.g. DSGVO, NDAs, onboarding videos…) g  
Acceptance of terms and conditions g  
Webjob: Deactivation of existing teams for external access g  
    – Whitelist g  


  External User Manager Microsoft Teams
out of the box
Access Control g g
  – Guest user permission overview Coming soon  
  – Guest user history Coming soon  
Rules Control g  
  – Guest user agreement check and history g  
  – NDA check and history g  
  – GDPR check and history g  

Team Owner Information

  External User Manager Microsoft Teams
out of the box
Guest user overview g g
Access requests g g
Access review overview g  


  External User Manager Microsoft Teams
out of the box
Guest access (on/off) g g
Access review process g E5 License


  External User Manager Microsoft Teams
out of the box
Lifecycle notification g  
Existing guest user structuring bot Coming soon  
Access review notification g  


  External User Manager Microsoft Teams
out of the box
Inactive guests Coming soon  
Active guests g g
Access review report g  
Compliance report g  


  External User Manager Microsoft Teams
out of the box
Employee training solution g  
Documentation g  
Training videos g  

Enterprise (optional)

  External User Manager Microsoft Teams
out of the box
Webhook implementation g  
SharePoint Site Blocker g  
Rest API g  
Add flow to approval process g  
Book a demo for our Microsoft Teams Apps


Understanding your requirements and objectives for external user services is important to us. We listen and work together to set you up with the best tool for keeping control of your guest users in Microsoft Teams.

These Customers already benefit from our Solutions

Here's why Companies are using the External User Manager

0 %

User Orientation and User Satisfaction

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Governance Apps in Teams Store

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less IT Workload per Year*

0 %

less Cost for IT Consultant per Year*

*for 1,500+ users, with IT consultant 1,400€/day

Client testimonials

We are very proud of the service we provide and stand by every product we carry. Read our testimonials from our happy customers.
External User Manager is very easy to use, super fast to install and a great addition to an extensive governance strategy even for SMBs. It is our GO TO application when it comes to guest management in Microsoft 365.
Christian Gorn about External User Manager

Christian Gorn

Sales Representative, GABO mbH & Co. KG

There are always customers who need a better and more controllable way for guests in their tenant. Especially when the responsible person for a guest is not in IT. External User Manager provides a quick and easy set of features that helps many customers with their requirements.
Hendrike Seidt about External User Manager

Hendrike Seidt

IT Consultant, Bechtle AG

With External User Manager, we know exactly which guest users have access to which channels and files. The approval process helps us keep a better overview. And the onboarding portal allows us to comply with company regulations by having our guest users sign an NDA beforehand.
Arthur Strzalkowski about External User Manager

Artur Strzalkowski

Team Lead Microsoft 365 Consulting, Digital Touch


Guest User Management in Teams
Starting from 0.11
/ user / month*
External User Requests
Approval Workflow
Naming Policies
Lifecycle Management
Adoption Governance
Guest History

Please note: Mandatory support is not included.

*Only available as annual subscription. Prices without tax.

Want to buy instead of subscribing? We’ll find a solution – please contact us at [email protected]

External User Manager Blog Posts

Here you can find some of our External User Manager related blog posts – learn more about the possibilities with external user services.

Microsoft Teams: External User Manager

Inviting guests to Microsoft Teams is easy. However, it can become difficult to keep track of all guests and to integrate them in a legally correct way. External User Manager supports you in managing guests in Microsoft Teams.

Onboarding Guests in Microsoft Teams and M365 Groups

Onboarding guests in Microsoft Teams with External User Manager’s automated onboarding portal helps ensure security and compliance requirements are met.

Microsoft Teams Guest Access and External Users – everything you need to know about guest access in Microsoft Teams

Configure Microsoft Teams guest access, learn how to add guests to teams and channels, set access permissions …

All Blog Posts

Microsoft Teams Guest User Management FAQ

A list of frequently asked questions concerning guest user management in Teams.

Can I centrally control guest access for all teams in Microsoft Teams?

For a good governance structure, it is very important to control guest access to individual teams. Depending on the strategy and type of existing team, guest access can be allowed or blocked. The External User Manager makes it very easy to automatically disable guest access for all teams located on the tenant. If you want to exclude individual teams, you can add them to a whitelist.

How do I keep track of all guest accesses in Microsoft Teams?

If people outside your own company have access to entire projects or individual documents via Teams, it is very important to keep track of these accesses. In the request overview of the External User Manager, administrators can see all guest requests that have been approved, rejected or are up for review. Here, the respective status, as well as the team affiliation, the access time and much more information can be viewed.

What do I do with inactive guests on my tenant?

Especially in projects, Teams as a collaboration software enables different people to work together. After a successful project completion, it often happens that both the teams and their guest accesses are forgotten – however, the access remains without any manual effort. With the External User Manager, you can assign a lifecycle to each active guest. This automatically initiates a new check by the team owner after a self-definable period of time. If the user is removed from the last team, the External User Manager can automatically remove him from Azure AD. Thus, no data garbage is created in the background.

Do I have to create guests manually in Azure AD to manage them?

Guest accounts can generally be created individually in Azure AD. For guests added to a team or requested for a team using External User Manager, an Azure AD guest account is created after the process is complete.

Do I need special permissions to use External User Manager?

Teams users often have different permissions. External User Manager can be downloaded and installed from the Microsoft Teams App Store within minutes. During the initial installation, the tenant admin must initially grant the External User Manager a permission set. Any additional users or administrators of the app do not require any special permissions.

Who is responsible for guest requests in Microsoft Teams?

Typically, only IT administrators or M365 consultants are authorized to control settings in the Teams Admin Center and Azure AD. With External User Manager, you can share this responsibility. The person who initially installs the External User Manager on the tenant is created as the External User Manager administrator. This person can add additional administrators or pass on responsibility to team owners about their teams’ guest requests.

Can I get a report of all guest accesses in Microsoft Teams?

For auditing purposes, it is important to back up information about accounts, especially if they have had access to the corporate tenant and associated data. With External User Manager, you can have each guest go through an onboarding process before accessing the tenant. In this process, External User Manager administrators can have guests sign confidentiality documents, fill in user-definable metadata fields, or watch videos. Only then are guest users granted access to the tenant and to a team. This information can be downloaded and archived as an access report for each active guest access.

More about Microsoft Teams Governance

For more information about the External User Manager and Microsoft Teams Governance, please visit our Microsoft Teams Governance topic page.

The advantages of the External User Manager at a glance

Save costs

External User Manager costs you less than an IT consultant's time.

Reduce workload

Reduce manual procedures and workload with automations.

No uncontrolled growth

Keep control of your guest users with the approval workflow.

Protect sensitive data

Protect your data with lifecycles and remove inactive guest users.

Keep track

Stay on top of things with access management and reporting.

Legally secure way

Ensure better compliance with the onboarding portal.

Still questions about External User Manager? Let's get in touch!

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